Flag Salute

ROLL CALL

The pledge of allegiance to the flag was led by Mrs. Burnett, Board of Education Member.

Present-

Council Members Campbell, Golonski, Ramos, Vander Borght and Murphy.

Board Members Bunch, Burnett, Kemp, Krekorian and Lackey.

Absent - - - -

Council Members None.

Also Present -

Ms. Alvord, City Manager; Mr. Barlow, City Attorney; Mrs. Campos, City Clerk; Dr. Bowman, Superintendent; and, Dr. Kiafar, Chief Facilities and Development Superintendent.

Open

Communications

Ms. Murphy called for speakers for oral communications at this time.

Citizen

Comment

Appearing to comment was Mike Nolan, stating that all agenda items pertained to money, commenting on the leased parking lot at the Police/Fire Headquarters, on the cost of the property located at Verdugo Avenue and Buena Vista Street, and cautioning the Board of Education that the City will not be able to subsidize the costs of running schools as it is facing difficult financial obligations of its own.

Staff

Response

Members of the Council and staff responded to questions raised.

Collaborative Cost-Saving Ventures Update

Solar Heating for

the BUSD

Swimming Pools

Library Grant Status/Library Services and Purchases

Hazard Mitigation Plan

Sales of energy saving kits; Expanded use of reclaimed water supplies; Solar heating of BUSD pools;  Renegotiation of the Utility Rate Agreement

Other Items:

Ms. Alvord, City Manager, introduced the item and stated that in addition to looking at how best to collectively do business, staff looked at best practices on a global scale.  She stated that when staff�s goal is achieved, higher cost reductions will be realized.

Mr. Flad, Assistant City Manager, noted the changes in the Joint Ventures Matrix format and stated that the document will be updated as progress is made.  He added that staff would be reporting on six items and that additional direction will be required on items relative to labor negotiations issues. He noted that not all joint ventures with the Burbank Unified School District (BUSD) are on the Matrix and that there are other pending items that staff is still working on in an effort to realize further savings.

Dr. Kiafar, Chief Facilities and Development Superintendent, reported that installing solar heating panels for the high school swimming pools would create savings for the BUSD and the community at large.  He stated that BUSD staff conducted a preliminary analysis with regard to the cost and timeline for the projects and thereafter held discussions with City staff, which yielded positive feedback.  He added that staff then submitted a report to the Board of Education (Board) and received support for the projects.  He also stated that a formal request for approval is on the Board�s next agenda to authorize proceeding with the projects.  He informed the Council and Board that the Burbank High School project would be completed in the Summer at a cost of $170,000 and that the estimated cost for the John Burroughs High School project was $210,000.  He noted that once the two projects are completed, a significant amount of savings in energy usage and utility consumption will be realized.

Mrs. Lackey requested further clarification on the difference in costs between the two projects.  Dr. Kiafar responded that some of the preliminary work for the Burbank High School pool had been previously completed, and that the location of the solar panels and the distance between the panels and the swimming pool makes a significant difference in the costs.

Mr. Krekorian also requested clarification with regard to the anticipated payback period for the improvement and life expectancy of the solar panels.  Dr. Kiafar responded that based on the information from the consultant used by the City for the McCambridge Park pool, the payback period was approximately three to five years.  However, he noted that there are many other factors that could affect energy conservation such as the usage of a pool blanket, length of time of the pool is in operation and the temperature at which the pool is set.  In terms of energy consumption, he stated that savings of between 52 and 70 percent would be realized and that the solar panels� life expectancy is estimated at 15 to 20 years.

Mr. Golonski inquired as to whether the Gas Company had been approached about participating in the projects.  Dr Kiafar responded that staff contacted Savings by Design, an agency funded by the Gas Company, which provides rebates and funding for energy saving measures, for participation and that a meeting has been scheduled on the matter.  Mr. Golonski suggested that staff contact the City�s local Gas Company representative regarding this matter.

Mr. Campbell also suggested that staff contact BP Solar which has a program that provides low cost solar products.  

Mrs. Cohen, Library Services Director, reported that the City submitted an application for a State grant to construct a new Central Library and staff anticipated a response in August or September.  She added that part of the application included the partnership between the BUSD and the City.  She noted that the partnership which has evolved from this process has been very positive, and displayed a list of textbooks received by the Library from the BUSD to serve as reference copies at the Central Library for the students.  She also reported that last year, Library staff participated in the BUSD�s kindergarten round-ups at which the Library�s programs were explained to the students.

Mrs. Cohen also stated that staff continues to work on ways in which to realize further savings through joint purchasing of library books and materials.  She also announced an upcoming Friends of the Library book sale, prior to which school librarians are permitted to take up to five books free of charge with other books provided at a very low cost.  She also stated that staff will continue to work with Dr. Sheehy, Director of Secondary Education, to provide information on scholarships and financial funding for students who might not otherwise have considered going to college due to financial constraints.  

Ms. Burton, Superintendent�s Office Assistant, presented a brief background on the Hazard Mitigation Plan, which mandates compliance by all local governments, agencies and special districts by November 1, 2004.  She explained that although not a law, non-compliance would render any agency ineligible for Federal Emergency Management Agency (FEMA) funds should a disaster occur after that date.  She added that due to the complexity and fast approaching deadline, staff determined that a consultant was necessary to develop the plan.  She noted that since the BUSD and City will need similar information, staff proposed that the plan be developed as a joint venture.

Mr. Baenen, Community Disaster Coordinator, reiterated the need for a consultant since both agencies will need similar information and stated that Los Angeles County strongly suggested that school districts work in conjunction with City governments.

Mr. Vander Borght inquired as to the anticipated costs and as to whether a consultant was already retained.  Ms. Burton responded that staff met with the Area C Consortium and that five of the nine cities will be utilizing the consultant that the City is considering.  She added that the proposal will be presented for the Board�s approval on Thursday, April 1, 2004, and that the consultant guaranteed that the plan will be completed by September 2004 so that State approval can be secured prior to submission to the Federal government.  Mr. Baenen added that the City already approved an amount of not to exceed $60,000 at the Mid-Year Budget Review.

Mrs. Lackey commented on the collaborative relationship on this project and expressed support for FEMA�s prospect of looking at mitigation funds prior to disaster occurrence to allow for preparation before a disaster strikes.

Mr. Kemp inquired as to whether FEMA will provide funds in advance to mitigate potential disaster flaws.  Mr. Baenen clarified that the agencies will determine their priorities and, once funding is available, agencies will be in a better position to fund their top priorities.

Mr. Golonski recounted a past joint venture in which the City provided funds for disaster supplies and requested that the item be added to the Joint Ventures Matrix.

Mr. Campbell requested further clarification on the application of Senate Bill 352 and Ms. Burton responded that the Bill does not apply to existing facilities or properties but noted that the BUSD is in compliance thus far.

Mr. Baenen also added that public meetings on the matter will be scheduled to solicit input.

Mr. Davis, General Manager, Burbank Water and Power, reported that the item on sales of energy saving kits to families through initiative was completed.  With regard to the   expanded use of reclaimed water supplies, he stated that the Council approved a Reclaimed Water Master Plan and that funding for the Plan and staff is available.  He also reported that approval of a matching grant in the amount of $95,000 for solar heating of BUSD high school pools will be presented for Council approval on April 13, 2004.  Concerning renegotiation of the Utility Rate Agreement, he stated that staff was facing challenges in determining baselines given the on-going construction, but added that the Agreement will be presented for approval once the proposals have been discussed with BUSD staff.    

Mr. Golonski requested an update on a proposal discussed at the last joint meeting for a less formal process in developing a baseline to help each school site measure energy consumption.  Mr. Davis requested that the proposal be discussed with BUSD staff prior to being presented to the Council.

Mr. Golonski also commended BWP staff for the implementation the Compact Fluorescent Light (CFL) fundraising program.  He requested that staff present a report on the program�s performance. Mr. Davis informed the Council and Board that staff was considering several conservation programs that will be presented at a future date.

Discussion ensued on the CFL fundraising program.

Mr. Golonski noted an email on a proposal regarding reviewing the landscape water usage in municipalities to avoid waste and suggested that staff review the feasibility of water rate subsidies as an incentive for water conservation.  Mr. Davis noted that the landscaping waste average in the City is about 40 percent and that staff has developed a comprehensive conservation proposal that will address electricity, waste water, reclaimed water, gas, refuse, etc.  Dr. Kiafar also added that BUSD staff is in the process of preparing a report on the matter for presentation to the Board.

Mr. Vander Borght noted that the Board had a wish-list of projects distributed at a prior joint meeting with an item regarding installation of a computerized irrigation system for the schools and fields.

Mr. Golonski commented on a joint recycling collaboration between the schools and the Public Works Department and requested that staff provide an update on the matter at a future meeting.

Mr. Vander Borght noted that staff requested additional direction on several items that would involve labor negotiations. He recognized the challenges associated with labor negotiations and cautioned that such issues be approached with care since they pertain to individual livelihoods and may potentially involve the possibility of job losses.  He expressed support for attaining savings without loss of jobs and suggested postponing the items while discussions on the matter continue.  

Following Council and Board deliberation, Ms. Murphy suggested that staff present a report on any potential problems, especially given the different bargaining units.  She also noted the need for the bargaining units to be involved in the process from the start.

Mr. Krekorian suggested that respective staff provide separate detailed reports on each item and that the issues be considered jointly after both bodies have considered the facts separately.

It was the Council and Board consensus that staff begin with Items Number 8, co-locating warehousing operations, and 17, review of negotiated agreements that would permit common repairs of vehicles, maintenance of grounds etc.

Subcommittee

Fundraising

Efforts

Mr. Bunch reported that once the Burbank Priority in Education Foundation (BPIE) was functioning, it was the intention of the Board Subcommittee members to withdraw from the decision-making process but attend meetings as requested as a resource.  He commended the BPIE Board of Directors for their efforts.

Mr. Hastings, BPIE Chair, stated that the Foundation will be providing school materials to the schools but anticipated providing enrichment programs such as music and arts in the future.  He identified the Board members and noted that the Foundation is a 501(c)3 and is eligible for donations.  He commended the Subcommittee for their leadership in founding BPIE.  

Mrs. Sarquiz, Vice Chair, presented the new logo for the Foundation. 

Facilities

Update/Memorial

Field

Dr. Bowman, Superintendent, stated that this item was being presented in response to questions raised at the last joint meeting with regard to Memorial Field.  He explained that the information provided consisted of improvements made at the high schools and Memorial Field; a description of the scope of work for Memorial Field and the two high schools; and, the associated costs.

Mr. Krekorian left the Council Chamber at 8:16 p.m.

Mr. Vander Borght noted the heavy usage of Memorial Field and inquired as to the availability of any funds which could be used for improvements.  Dr. Bowman responded that a survey has been developed and will be circulated in the schools to gather data on a prioritized list of facilities needs.  He added that the information will be available by the end of the year and that once modernization and construction of the facilities is completed as outlined in the bond issue proclamation of 1997, funds will be available to spend on the prioritized needs.

Mr. Vander Borght requested a status update from City staff on any developments with regard to potential funding for the improvements.  Ms. Alvord responded that once the prioritized needs have been identified, the City will work in collaboration with the BUSD on any potential funding from the Youth Endowment Services Fund and the Community Development Block Grant funds.

Adjournment

There being no further business to come before the Council and Board, the meeting was adjourned at 8:24 p.m.

                                                   ____________________________                                              

                                          Margarita Campos, City Clerk